REPORT

What is a report?

A report
•A communication of information or advice from a person who has collected
and studied the facts…..
•….to a person who has asked for the report because he/she needs it for a
specific purpose.

"Often, the ultimate function of a report is to provide a basis for a decision

or action"

Organize the report into sections:

• Title - You don’t write the word “title”; write just the title of the report

• Introduction includes information about (you have to write the word “Introduction”, like other parts of a report,
except “title”):
- background - statement of the problem
- objectives - purpose and scope of work
- method of working and sources of data
e.g, primary data collection like surveys, interviews, or secondary methods involve existing data sources like
Google Sheets, existing reports
- Do not use ‘I’, ‘you’ or ‘me’ in a formal report.
-Use third-person language such as ‘The personnel committee requested a report
On…’

Common expressions:
- The purpose /aim /intention of this report is to...
- As requested, this is a report concerning / regarding...
- This report contains / outlines / examines/ assesses...
- The purpose of this report is to evaluate the results of...
- The data included in this report was gathered/ obtained by means of a
questionnaire/ a telephone survey/...
- The information below summarizes statistics compiled by...

• Findings
- divide the findings into clear, logical and chronological sections, e.g.:
- if necessary, add divisions and sub-divisions:

- make the findings of comparable parts grammatically the same

- begin with the main points, then write the details

Common expressions:

Ten percent peoples, employees were of the option…

The majority/minority those who responded believed, felt that

The significant
percentage

A large/ small proportion

of people surveyed

those interviewed
expressed (dis)approval
of…

replied, reported…

Over one third respondents chose, preferred…

• Conclusions (how the facts can be interpreted)

- keep them brief
- they lead to what you recommend

Common expressions:
- To conclude; To sum up; In conclusion…
- The conclusion to be drawn from these facts is that…
- On the basis of the points mentioned above, it seems that…

• Recommendations
- give practical suggestions on how to deal with the situation

Common expressions:
- My recommendation is that… should be…
- I recommend that the best course of action would be…
- It would not be (not)advisable/ advantageous to…

• Signature and date of the report

SUMMARY: A report consists of a title, introduction, findings, conclusions, recommendations, signature

and date of the report
MEMORANDUM

• Purpose:
- to provide information
- to request information, actions, decisions
- to inform about decisions, actions
- to remind about actions required

• Layout:

—--------------------------------

To:
From:
Date:
Subject:

Introduction

Details - Facts and figures - Findings/ Discussion

Response or action - conclusion

Close - a simple one-liner

Signature

—--------------------------------

• Memo layout example:

• Memo example:

4 POINTS PLAN - a simple framework for structuring all written messages (including memoranda and
emails):

INTRODUCTION - background and basics/ Why are you writing? Refer to a previous letter, contact or document.
DETAILS - facts and figures/ Give information/instructions. Ask for information. Provide all relevant details.
Separate into paragraphs. Ensure logical flow.
RESPONSE or ACTION - conclusion/ Action the reader should take. The action you will take. Give a deadline if
necessary
CLOSE - even a simple one-line sentence

• Memo checklist:
- Is the layout correct:
- Are the details correct? To; From; Date;
- Does the subject line tell you briefly what the memo is about?
- Have you included all the relevant information?
- Is the language appropriate?
- Have you checked spelling, grammar and punctuation?
Letter/ Formal Email:

BUSINESS EMAILS, general rules:

• Layouts:
- Block style - recommended nowadays
- Modified block style
- Intended style

• Salutations and closings:

Dear Sir or Dear Madame, just when you write the first time, and you do not know the name
Never: Dear Sir/ Madam, when you know the name
That is a mistake to write Dear Madame or Dear Sir; if you know the name, write Dear Anna instead
Dear Sirs - in a plural form if you do not know who will be handling the letter/ it is not about just males
Dear Anna, Dear Robert you finish with Yours sincerely
Without the name, you write Yours faithfully
Best regards, Regards when you know the person and it is less formal
In circular letters:
Use a singular form like Dear student or Dear customer
You can use Sincerely to personalize the message more if you do not know the names
The first email in a business contact, better Dear sirs and Yours faithfully

GOOD NEWS, BAD NEWS MESSAGES

• testimonials and references/ favourable/cautious/unfavourable

Layout and content - parts of the letter divided by a double-spacing

—--------------------------------

Dear Mr. Smith,

Introduction - Acknowledge letter and background information - Write in what capacity she/he worked/ position of

employment/ since when

Next paragraph - give details about the employee’s work, qualifications, duties

Next paragraph - write about performance assessment, working attitude

Next paragraph - add something about personal qualities and characteristics

Ending: finish with a recommendation (if favourable letter) and personal word about the applicant

Yours sincerely,

Adam Morgan

—--------------------------------

- Testimonial vs reference:
testimonial (opinion) is not a reference; it is more general. This is issued at the request of an employee, student
colleague, subordinate, etc. A testimonial is not checked and verified; everybody can write it with no legal
responsibility. A testimonial is just your opinion; you write it for a person you were asked from; for example,
references are written as a reply to a request of a new employer, and the described person does not have to
have access to it; the information should be kept confidential, you are legally responsible for what you write, you
can be sewed
• rejections
• enquiries
• handling complaints

- Dealing with rejections and complaints:

- it is more challenging because the recipient will not like the answer
- empathy is always valid
- you should not use “want” - instead: could I? May I? I would like to…I probably would like… / you don't use
“must” and “have to”, “need” is a better option
- when the salutation is in the plural,you can finish with Yours faithfully
- you describe the mistake without saying it was a mistake
- when you reject/ refuse something, you need to write why: because…. People need to know why you do not
want the offer/ service. The explanation has to be somehow reasonable
- focus on facts, do not show any emotions - be businesslike, not emotionally driven

Example of how to deal with complaints:

• circular letters, customer letters, circulars - sharing info about relocating the premises, organising an event,
changing the telephone number, they are used in sales campaigns, etc.; main characteristic - you write to a
broader audience

Things to remember:
1. The audience can be very diverse; try to be very generic and broad-based so your letter will be understandable
and useful to most people
2. Use appropriate tone. Differ between internal and external business communication
3. Share only authorised information and do not give away any confidential information
4. Be concise. Get straight to the point and keep it brief
5. Use a personal touch. Create the impression of personal interest by using language like you, but never our
customers, you all, all staff, our clients, everyone

Common expressions:
You will appreciate…
We are pleased to inform you…
You will be interested to learn…
If you visit our new showroom, you will see
Example of a circular letter: